Share Australia - The Steps To Effective SharePoint Governance

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  • Dominating the skyline of Arkhangelsk, a city in Russia's far north-west, it is believed to be the world's tallest wooden house, soaring 13 floors to reach 144ft - about half the size of the tower of Big Ben. The house that Sutyagin built is also crumbling, incomplete and under threat of demolition from city authorities determined to end the former convict's eccentric 15-year project. When Sutyagin began work on his dacha in 1992, he claims he was only intending to build a two-storey house - larger than those of his neighbours to reflect his position as the city's richest man, but certainly not a contender for the Guinness Book of Records. However, convinced by a trip to see wooden houses in Japan and Norway, he concluded that he had not used roof space efficiently enough and decided to keep building. "First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going. What you see today is a happy accident."There were other motives too. Having grown up in a Soviet communal flat, Sutyagin said he felt lonely living by himself.Not only would his house make a perfect love nest for his molls, it could also accommodate the 18 executives at his construction company.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
  • Share Australia - The Steps To Effective SharePoint Governance

    1. 1. The Steps to Effective SharePoint GovernanceRichard Harbridge – Senior SharePoint Evangelist#SPCloud @RHarbridge
    2. 2. #SPGov @RHarbridge
    3. 3. Our Goal Today… From Here To Here#SPGov @RHarbridge
    4. 4. #SPGov @RHarbridge
    5. 5. #SPGov @RHarbridge
    6. 6. Why Do I Need Effective Governance?#SPGov @RHarbridge
    7. 7. There are big risks that are almost always realized when you don’t have it!#SPGov @RHarbridge
    8. 8. SharePoint Sprawl He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the citys richest man. “First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didnt look right so I kept going…” Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.#SPGov @RHarbridge
    9. 9. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SPGov @RHarbridge
    10. 10. Frustration Failure Risk: Did not consistently provide a high quality user experience.#SPGov @RHarbridge
    11. 11. Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision Legacy Application Integration 1 Governance Planning 1 making authority/ownership and Put Out Server Room Fires 1 escalation procedures so that conflicts are#SPGov @RHarbridge in a timely manner. resolved
    12. 12. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with clear prioritized#SPGov @RHarbridge objectives. business
    13. 13. It’s not just about insuring against or mitigating those risks!#SPGov @RHarbridge
    14. 14. What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SPGov @RHarbridge
    15. 15. Without Governance#SPGov @RHarbridge
    16. 16. Executing Governance#SPGov @RHarbridge
    17. 17. With Governance#SPGov @RHarbridge
    18. 18. The Outcome You can now communicate why Governance is important/required.#SPGov @RHarbridge
    19. 19. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.#SPGov @RHarbridge
    20. 20. Building The Governance Teams#SPGov @RHarbridge
    21. 21. How do we start?#SPGov @RHarbridge
    22. 22. Recommended Governance Teams There are typically 5 teams for SharePoint Governance:  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    23. 23. The Strategy Teams#SPGov @RHarbridge
    24. 24. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    25. 25. Business Strategy TeamRole: Provide strategic insight, Sample Representative Interests Executive Sponsor direction and prioritization for Knowledge Management the portal. Information/Technology Services Finance Sales and Marketing Human Resources Legal and Compliance Decentralized Business Operations People Development and Training IT Centralized Administration#SPGov @RHarbridge
    26. 26. Define, Prioritize and Plan#SPGov @RHarbridge
    27. 27. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    28. 28. Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security Tip: If a business direction requires new People Development and Training integration or effort with other technologies Communications then a technical representative for that technology will be necessary.#SPGov @RHarbridge
    29. 29. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve Efficiency Adjust Site Structure      Migrate File Shares     Create Dashboards      Workflow Solution     Configure Search Services      Branding     * Objectives should be more specific – Example purposes only.#SPGov @RHarbridge
    30. 30. SharePoint will be…  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications. SharePoint will not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.#SPGov @RHarbridge
    31. 31. Strategic Responsibilities  Defining Clear Objectives and Priorities  High Level Solutions Definition and Ownership  High Level Platform Classification  Communication Planning and Management  Resource/Capability Management  Expectation Management#SPGov @RHarbridge
    32. 32. Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#SPGov @RHarbridge
    33. 33. The Tactical Teams#SPGov @RHarbridge
    34. 34. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    35. 35. The Tactical Operations Team Role: Provide operational (IT-related) support and maintenance for Sample Representative Interests the system infrastructure Infrastructure Domain Administrators Networking Servers and Environments Quality Assurance They manage the more routine maintenance of Security the system by performing nightly backups, Databases performance monitoring and analysis, and keeping the environment current with security#SPGov @RHarbridge releases and upgrades.
    36. 36. Operations Responsibilities  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule#SPGov @RHarbridge
    37. 37. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    38. 38. The Tactical Development Team Role: Customize/configure, personalize, and leverage Sample Representative Interests SharePoint to achieve business SharePoint Designer objectives. Visual Studio Source Control Quality Assurance Webparts Templates This team is a loosely-knit community whos membership ranges from highly skilled programmers to technically savvy end users in#SPGov @RHarbridge of personalizing departmental team sites. charge
    39. 39. Development Responsibilities  Objectives/Priorities  Branding Guide  SharePoint Designer Policy  Workflow Policy  Development Standards (Including OOTB vs Custom)  Development Environment Policy  Testing Requirements  Deployment Process, Policies, and Schedule#SPGov @RHarbridge SharePoint Standards Online
    40. 40. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
    41. 41. The Tactical Support Team Role: Provide support of the Sample Representative Interests SharePoint applications and Support and HelpDesk platform. People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Coaching Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and#SPGov @RHarbridge leaders.
    42. 42. Support Responsibilities  Objectives/Priorities  Site Classification and Platform Classification  Site Provisioning Process/Questionnaire  User Expectations Agreement  Roles and Responsibilities  Support Agreement(s)  Training and Communication Plans  MySite Policies (Pictures)…#SPGov @RHarbridge
    43. 43. Support Responsibilities  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management#SPGov @RHarbridge SharePoint Standards Online
    44. 44. Multiple Tiers everything) (You can’t know for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPGov @RHarbridge
    45. 45. Measure to be proactive. Learn and use data Support#SPGov @RHarbridge
    46. 46. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SPGov @RHarbridge
    47. 47. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SPGov @RHarbridge
    48. 48. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SPGov @RHarbridge
    49. 49. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.#SPGov @RHarbridge
    50. 50. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#SPGov @RHarbridge
    51. 51. Setting Up A Governance Site#SPGov @RHarbridge
    52. 52. Why a Governance Site? 1. It’s a lot of content. 2. It’s a collaborative process. 3. It’s an ongoing process. 4. Each piece of content should have a clear owner. 5. Content will need to be shared.#SPGov @RHarbridge
    53. 53. Governance Announcements#SPGov @RHarbridge
    54. 54. SharePoint Solutions Listing In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions to show what you have achieved and where you#SPGov @RHarbridge are going with SharePoint.
    55. 55. Team Rosters and Definitions#SPGov @RHarbridge
    56. 56. Policies, Standards and Guidelines Use Search, Metadata, and Approval Workflows to help improve management and user experience. For living documents/standards that require many authors try a Wiki!#SPGov @RHarbridge SharePoint Standards Online
    57. 57. FAQs and a Glossary#SPGov @RHarbridge SharePoint Glossary Online
    58. 58. Patterns and Practices#SPGov @RHarbridge
    59. 59. Team Resources and Minutes#SPGov @RHarbridge
    60. 60. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SPGov @RHarbridge
    61. 61. Self Help and Support Resources#SPGov @RHarbridge
    62. 62. Self Help and Support Resources#SPGov @RHarbridge
    63. 63. Complete Site Listing Include things like: • The owner and secondary owner of the site. • The purpose of the site. • The URL, Size, and Usage Level of the site. • The last time the site was engaged by the support team.#SPGov @RHarbridge
    64. 64. The Outcome Using the SharePoint Platform we can more effectively manage SharePoint Governance.#SPGov @RHarbridge
    65. 65. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.#SPGov @RHarbridge
    66. 66. Governance Resources#SPGov @RHarbridge
    67. 67. IS Use them.#SPGov @RHarbridge
    68. 68. Governance Checklist#SPGov @RHarbridge
    69. 69. TechNet, Community and More..#SPGov @RHarbridge
    70. 70. are Use them.#SPGov @RHarbridge
    71. 71. No Single “Approach” Projects Communities Tasks Practices#SPGov @RHarbridge
    72. 72. Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#SPGov @RHarbridge
    73. 73. ITIL Framework#SPGov @RHarbridge
    74. 74. COBIT Framework#SPGov @RHarbridge
    75. 75. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain#SPGov @RHarbridge http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
    76. 76. Microsoft Operations Framework (MOF)#SPGov @RHarbridge
    77. 77. SharePoint Maturity Model Sadalit van Buren#SPGov @RHarbridge http://sharepointmaturity.com
    78. 78. The Outcome There is a ton of excellent material out there to support you.#SPGov @RHarbridge
    79. 79. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.#SPGov @RHarbridge
    80. 80. Steps to Effective Governance… 1. Understand The Need For Governance 2. Build Your Governance Teams 3. Understand How SharePoint Is/Should Be Used 4. Develop/Practice Guidance and Policies 5. Return to Step 2 and Repeat Steps 2 through 4 You Can Never Truly Achieve Perfect Governance. 6. You Have Perfect Governance So long as you are performing the steps#SPGov @RHarbridge you are achieving Effective Governance.
    81. 81. Thank You Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com 15 Pages of Important Questions at SharePointDiagnostics.com#SPGov @RHarbridge

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